Running your business on Evntly

New requests appear in Leads → New requests, and you're emailed when one arrives. Each shows the event type, date, location, guests, budget and the customer's notes.

1. 1Price itEnter the total price (AUD). Optionally add hours of coverage, travel (part of the total), a deposit and delivery time.
2. 2Describe itList what's included, add a service description and your cancellation terms.
3. 3Send, or declineThe customer is emailed either way. Sent quotes move to Leads → Quotes.

Requests expire 7 days after they arrive (or on the event date if sooner), so reply quickly. Customers often book whoever replies first.

Always include cancellation terms. Customers are asked to read them before accepting, and they're what applies if the booking is cancelled. See the Cancellation, Refund & Dispute Policy.

New requests

Waiting on vendor

Sent. The vendor hasn't replied yet.

Quoted — review & accept

The vendor sent a price. It's your turn to accept or decline.

Accepted

You accepted the quote and a booking was created. The vendor now confirms it.

Declined

The vendor can't take the job. Try another vendor.

Cancelled

The customer declined the quote.

Expired

Nobody acted in time. Ask the vendor for a new quote if you still want them.

Requests expire. A request expires 7 days after it's sent, or on the event date if that's sooner. When the vendor sends a price, the customer gets a fresh 7 days (again, no later than the event date) to accept it. Open requests show how long is left.

Requests & quotes

Smart matches are requests from customers who picked you from the vendors Evntly matched to their event, based on your area, prices and availability. Reply to them like any other request.

The Event Feed lists events customers have posted. Apply with your price and an optional pitch. If the customer accepts, a booking is created at your price and you're asked to confirm it.

Smart matches

Messages are in the header (the speech-bubble icon). The badge shows how many are unread.

• Customers can message any approved vendor from their listing, a quote or a booking.
• Vendors can message a customer once that customer has requested a quote from them or booked them.
• You can send photos (JPEG, PNG, WebP, GIF, HEIC) and PDFs.

Contact details are hidden until you have a booking together. Phone numbers, email addresses and social handles in messages show as “[hidden until booking confirmed]” until there's a booking between you that isn't cancelled. Keeping conversations on Evntly means there's a record if something goes wrong.

If someone is making you uncomfortable you can block them from the conversation, or report a vendor from their listing.

Open Messages

When a customer accepts your quote (or your Event Feed application), you're emailed and the booking appears under Waiting for you to confirm.

• Confirm booking locks in the date, tells the customer and opens the job card.
• Cancel booking frees the date and emails the customer. You'll be asked to confirm first, because it can't be undone.
• Evntly won't let you confirm two bookings that overlap. Cancel or move one first.

Confirmed bookings appear on your calendar, and you can download an invoice from the booking page.

Your bookings

Pending

The customer accepted a quote. The vendor needs to confirm the booking.

Confirmed

The vendor locked in the date. The job card and invoice are now available.

Completed

The vendor marked the job done and the customer confirmed it. The customer can leave a review.

Cancelled

Cancelled by the customer or the vendor. The other side is emailed and the date is freed up.

Customers find bookings in Bookings → Confirmed bookings; vendors in Bookings. Open a booking for its details, messages, job progress, invoice and problem reporting.

Once a booking is confirmed, it gets a Job progress tracker: Scheduled → On the way → Delivered → Confirmed.

1. 1Vendor: On my wayOptional — lets the customer know you're heading to the event.
2. 2Vendor: Mark job doneAvailable from the event date onwards.
3. 3Customer: Confirm booking completeOnly confirm if the job went as agreed. This completes the booking and can't be undone.

Nobody can mark a booking completed on their own — it takes both sides. If something went wrong, don't confirm; use Report a problem on the booking instead.

After a booking is completed the customer can leave a review (one per booking). Reviews come only from completed bookings.

• Taking new bookings — turn this off when you're fully booked.
• Days you never work — mark regular days off.
• Sync to your calendar — subscribe from Apple Calendar, Google Calendar or any app that accepts a calendar link. You can reset the link if it's shared by mistake.

Calendar & availability

Your customer pays you directly, using the payment details and terms you give them. Evntly doesn't take, hold or release booking payments.

• Listing on Evntly is currently free: no subscription, no commission and no booking fees.
• Put your deposit amount and cancellation terms in every quote — the quote form has fields for both.
• Send your payment details in Messages once the customer has accepted your quote, and keep agreements about payment there so there's a record.

Quotes: once a vendor has sent a price, customers can Decline it from Requests & quotes. Vendors decline a request from the request itself. A request nobody acts on expires on its own.

Bookings: open the booking and choose Cancel booking. Customers can cancel a pending or confirmed booking; vendors can too. You'll be asked to confirm, the other side is emailed, and it can't be undone.

Refunds and deposits depend on the cancellation terms in the vendor's quote and on your rights under the Australian Consumer Law. Because payments are made directly to the vendor, any refund comes from the vendor — Evntly can't reverse or refund payments.

Rescheduling needs both of you to agree. Agree it in Messages so there's a record; if a new date doesn't work, the cancellation terms apply.

Read the full Cancellation, Refund & Dispute Policy for what each side must do.

Try messaging the other side first — many problems are sorted quickly that way.

1. 1Open the bookingUnder Problems with this booking, choose Report a problem. You can do this up to 90 days after the event date.
2. 2Tell us what happenedPick the type (no-show, quality, cancellation, payment, conduct or something else), describe what happened and what would put it right.
3. 3Both sides replyThe other party is notified and can respond on the booking. Evntly aims to respond within 3 business days.

Either side can withdraw the problem once it's sorted. Evntly can help you reach an outcome and record it, and can act on accounts that break the rules — but can't refund payments made directly to a vendor or decide your legal rights.

For outside help, see section 10 of the Cancellation, Refund & Dispute Policy.

• Notifications — choose email and push alerts for new requests, quote updates, messages and reminders. Booking and payment emails always send.
• Security — add two-factor authentication with an authenticator app.
• Blocked people — see and undo blocks.
• Privacy & legal — the documents you've accepted and your marketing preference.
• Delete account — permanently remove your account.

Profile & settings

• Keep messages and agreements on Evntly so there's a record.
• Before paying, confirm bank details with the vendor by phone. Be wary of any request to change them.
• Evntly will never ask you to pay Evntly for a vendor's services, or for your password.
• Report a vendor from their listing, or block someone from a conversation.
• If you think you've been scammed, contact your bank straight away and email hello@evntlyapp.com.